Administrative Specialist I - Procurement

Pima County • Tucson, AZ

16h • $21 - $29

About The Position

This Administrative Specialist I position supports the PCard Program and Vendor Relations Program within the Procurement Department and requires excellent judgment, strong collaboration skills, including the ability to work independently with multiple county departments and the supplier community. The role must adhere to the procurement code, board policies, and procurement procedures where attention to detail is critical. PCard program duties may include: assist and serve as backup for the PCard Services Coordinator; verify cardholder statements are correctly uploaded each month; add or modify user information in Amazon and Staples business accounts; receive new PCards and prepare cardholder agreements; distribute new/renewal cards and collect certificates and signed agreements; prepare monthly compliance reports; audit statements and request additional information as needed; monitor the PCard email inbox and respond promptly. Vendor relations duties may include: assisting and serving as backup for the Vendor Relations Services Coordinator; assisting departments with registration/modification requests; supporting suppliers with registration/updates to their accounts; requesting, receiving, and verifying W-9 forms; monitoring the vendor email inbox and responding promptly. This position also assists with front desk coverage as needed.

Requirements

• Associate’s Degree from an accredited college or university in one of the following disciplines: public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment. (Relevant experience and/or education from an accredited college or university may be substituted.)
• One year with Pima County as an Administrative Assistant III or closely-related professional administrative classification.
• Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application.
• Do not substitute a resume for your application or write "see resume" on your application.

Nice To Haves

• Minimum three (3) years experience providing customer service.
• Minimum one (1) year experience reviewing documents for compliance against multiple policies and procedures.
• Minimum one (1) year experience in a clerical role involving organizing and accurately entering information into databases, data systems, or computer programs, with a strong emphasis on attention to detail.

Responsibilities

• Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program-specific functions
• Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff
• Represents unit/department on various committees and working groups, and may be granted authority to commit unit/department support to issues
• Coordinates, schedules, and organizes unit, program, or departmental calendars and meetings
• Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims, and fund transfers
• Creates, maintains, and/or directs the maintenance of specialized databases, including inputting and retrieving data and producing complex computer-based reports
• Coordinates and monitors standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors, and service providers
• Researches, compiles, and performs initial analysis of information, and prepares routine, recurring, and special reports, correspondence, memoranda, personnel forms, operations manuals, and other documents for supervisory review and approval
• Compiles and summarizes statistical and operational data, and prepares periodic and special reports
• Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities
• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created
• Establishes and maintains specialized reference files and reference materials.

Benefits

• Employees enjoy competitive salaries, generous health insurance coverage, and retirement plans that contribute to long-term financial security.
• Pima County recognizes the importance of a healthy work-life balance, offering flexible work schedules, a generous family leave policy and wellness programs that prioritize employee well-being.
• Employees benefit from opportunities for professional advancement through training programs, workshops, and educational reimbursement programs.
• In addition, a County-wide employee recognition program rewards employees who exemplify the County values of being accountable, respectful and ethical as well as providing great customer service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree